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5
chapter
The Concise Memorandum
PREVIEW
R Format
R Organization
R Style
R Tone
64
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The memorandum (memo) is an internal form of written communication
used within an organization. It can take numerous forms, ranging from a
one-paragraph announcement to a multi-page report. However, memos
tend to be less formal than business letters in style and tone. Most organizations have pre-printed memorandum forms that include the organization’s
logo and the headings To, From, Subject, and Date. The best memorandums
are written in a clear, concise, and readable style without excess words or
long sentences. Today, many professionals use e-mail communication rather
than sending a hard-copy memo for all but the most important internal documents. In fact, an e-mail message is actually a type of memo.
STRATEGIES
Format
Memorandums come in two basic formats: the pre-printed form with a logo
of the organization or the simple To, From, Subject, Date form. Generally, a
memo presents information in several paragraphs. If possible, memos should
be one page in length, but sometimes they are longer. (It depends on the goal
and topic of the memo.) The standard conventions of Times Roman 12point font, 1-inch margins, and single spacing apply to memos.
Organization
Most memos can be developed in three sections: an opening, a body, and a
conclusion. As in the business letter, the first paragraph orients the reader to
the purpose of the memo and the main idea of the writer. The paragraphs in
the body add detailed supporting information to the main idea. The final paragraph presents a conclusion that often includes a restatement of the main idea,
especially if the memo is lengthy or contains complicated information.
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TASK
Organization: Informative Memo
The sentences that follow are not in logical order. Organize the information so
that the meaning is logically and effectively conveyed. You should combine sentences, add the necessary punctuation, and divide into paragraphs. There are
several ways to organize the information.
TO:
FROM:
SUBJECT:
DATE:
All Branch Chiefs
William Betts, Division Head
Agency Smoking Guidelines
March 20, 2006
• Thank you for your support.
• There have been reports that these guidelines are not being followed by some
of our branch chiefs.
• I ask that you take whatever steps are required to ensure that the new procedures are being followed.
• The Agency smoking guidelines were expanded in February 2005.
• The Agency smoking guidelines were communicated to all branch chiefs and
employees.
• You are expected to take the lead in this important area.
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TASK Organization: Good News Memo
Using the information that follows, write an effective memo telling an ACB
employee that she has been promoted. The information is not in logical order.
Choose the most effective organization, combine sentences, add sentence connectors and necessary punctuation, and divide into paragraphs. There are several ways to organize the information.
TO:
FROM:
SUBJECT:
DATE:
Sara Reeves, Manager, North Central Marketing Division
Wallace Wright, Branch Manager, North Central Marketing Division
Promotion to Marketing Manager
October 4, 2006
• You have been a dedicated ACB employee for the past eight years.
• You have been selected to fill the position of Marketing Manager in the
Southwest Marketing Division.
• The position is open because the Marketing Manager left the company.
• Your qualifications are excellent, and you are a dependable and energetic
worker.
• The position includes a 10 percent salary increase.
• The position has been vacant since August 1, 2006.
• I believe that you are the best person for this position.
• The new job begins on December 1, 2006.
• You will have to relocate to Boca Raton, Florida.
• Congratulations on your new position.
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TASK Organization: Bad News Memo
Using the information that follows, write an effective memo telling employees
that an ACB program has been abandoned. The information is not in logical
order. Choose the most effective organization, combine sentences, add sentence connectors and necessary punctuation, and divide into paragraphs. There
are several ways to organize the information.
TO:
FROM:
SUBJECT:
DATE:
All North Central Marketing Division Employees
Walter Wong, President, North Central Marketing Division
Abolishing the Individualized Work Schedule (IWS)
October 22, 2006
• I hope you will understand the necessity for this decision.
• The Individualized Work Schedule (IWS) was implemented in September
2003.
• The Division President and Vice-Presidents reached this decision after a thorough analysis of all factors involved.
• Management is abolishing this flex-time program as of December 31, 2006, for
a number of reasons.
• Many employees abused or misused their flex-time.
• The rules about this flex-time program were distributed and explained to all
employees.
• There has been a decrease in the productivity of our division since flex-time
was implemented.
• In September, the President and Vice-Presidents met to discuss the advantages
and disadvantages of the IWS.
• The IWS is no longer a beneficial program to the Corporation.
• Our customers need to be served at certain hours.
• We can’t keep this program and still meet the needs of the business.
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Style
A memo is usually written in an informal style. This type of style includes
contractions (I’d, we’ll, can’t) and words of one-syllable (talk) rather than
multi-syllabic words (interface). The writer may choose first-person pronouns (I or we) and second-person pronouns (you) to create a personal style
or may use third-person pronouns (he, she, it, they) to create an impersonal
style. The overall purpose of the document and the goal of the author will
determine what style is appropriate.
Tone
The tone of a memo can range from subjective and emotional to objective
and balanced. However, in business and technical writing, it is common to
write in an objective and low-key tone rather than a dramatic tone. The
number of adjectives and adverbs will influence the tone, as will the choice of
pronouns. The fewer the adjectives and adverbs, the more objective the tone.
In addition, the tone is objective when I and we are avoided. Again, the
author’s tone is a result of word choice and is determined by the purpose and
goal of the document.
EVALUATION
Working with a partner, read the memos printed on pages 71 and 72 and evaluate them in terms of their format, organization, content, understanding, and
style. Before you evaluate them, complete these tasks:
•
•
•
•
•
•
Put a box around the main idea.
Underline the major points.
Circle the supporting details.
Underline the conclusion.
Circle the pronouns.
Highlight the adjectives and adverbs.
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Now circle the words that best describe the tone of each memo.
Randolph Gray Corporation
subjective
informative
objective
emotional
positive
negative
argumentative
balanced
CDC Information Systems
subjective
informative
objective
emotional
positive
negative
argumentative
balanced
MEMORANDUM EVALUATION
Excellent +
Satisfactory √
Unsatisfactory –
Format
Appropriate and consistent presentation on the page ______
Organization
Logical and coherent development of ideas
______
Content
Substantive, relevant discussion of topic
______
Understanding
Extensive knowledge of the topic
______
Style
Authentic writer’s voice and effective style
______
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RGC
Randolph Gray Corporation
Interoffice Communication
TO:
FROM:
All Executives
Randolph Gray RG
Chief Executive Officer
SUBJECT: Business Conferences via Global Television to Begin in November
DATE:
October 29, 2006
For your information, Intercontinental Hotels Corporation (IHC) and Comsat
General Corporation have announced an equally owned joint venture to provide
international televised conference service available to the public. The service, to
begin in November, initially will link IHC’s hotels in New York and London. The
link will enable small groups, such as business executives, to conference with
two-way audio, video, and print-out facilities.
Paul Sheeline, Chief Executive Officer of IHC, said the system would be expanded
later to include Houston, Paris, Frankfurt, Riyadh, and Tokyo. He added that the
system could be adapted to handle large groups.
Richard Bodman, President of Comsat General, said that prices for use of the
system would vary, depending on which facilities a customer wanted to use. But
he added that a typical meeting would cost between $1,500 and $2,000 an
hour. The system will depend on satellites to beam signals.
As travel costs have increased, the use of televised conferences has grown. “It
makes more sense to get a half-dozen executives into our hotel in New York for a
two-hour teleconference with London, rather than taking the time and going to the
expense of flying them all there,” Mr. Sheeline said. Because of time differences,
officials of Comsat General and IHC said their system would be available around
the clock.
Please consider using this system in communicating with your subsidiaries around
the world when more than three individuals are involved. The company can save
time and travel expenses by having conferences in this mode, as well as exceed
current productivity levels.
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CDC
CDC INFORMATION SYSTEMS
TO:
CDC Information Systems
FROM:
Charles Fredericks CF
Director, Human Resources
SUBJECT:
Assigned Work Schedule
DATE:
September 23, 2006
Lately, I have noticed that some employees have not been conforming to their
assigned work schedules. Although this is not yet a widespread practice, I have
decided to take a proactive approach in order to prevent this from becoming a
major problem. This is a serious matter to the company, not only because of the
cost it represents to CDC, but also because of the impact it has on employee
morale. Thus, I am sending this memorandum to all employees to ask that you
follow your work schedule.
The most common violation has been late arrival to work. It has come to my
attention that several employees are consistently late. Also, certain employees
leave early without asking permission to do so. The company will no longer
accept this kind of unprofessional behavior. This misconduct has resulted in
deadlines not being met and projects not being completed. Therefore, I remind
all employees that everyone is responsible for complying with the company rules
on work schedules.
Following these rules is mandatory, and lack of compliance will lead to disciplinary actions. Anyone who arrives late or leaves the office early without permission
will receive a letter of warning. If this happens again within the month, he or she
will be suspended for three days without pay. If there is a third violation within 30
days, the employee will be subject to dismissal.
I hope that after this reminder no further measures will be necessary. Following
your assigned work schedule will be to everyone’s advantage. Thank you for your
cooperation on this important issue.
cc: Elizabeth Perez
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ASSIGNMENT
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Proofreading a Memorandum
Find the 20 errors in grammar and mechanics in this memo, and make the
necessary corrections. When you have completed your proofreading task,
you can compare your corrected version with the versions of your classmates.
Discuss the style and tone of this memo in its revised form.
TO:
FROM:
SUBJECT:
DATE:
All Division Employees
Chief, Administrative and Services Division
Reducing Copier Costs
January 7, 2006
This memo’s purpose is to remind everyone in our division to reduce their
copier use. Which will reduce copier costs. The price of copier paper has
raised this year; making the cost for each copy higher. Remember, that
each of the copiers have reduction capabilities, and the 2 IBM machines
offer double sided copying. Double sided copies take up less space in you’re
files, please use this features when ever possible.
We have a new Canon NP 500 copier who had replaced the Canon
NP-400 on the second floor. The new Canon copys faster while
maintaining the reduction and enlargement features. Please use this
copier, when convenient, and give us comments on it’s features and
copy quality.
We appreciate your compliance with this request, and know that your
cooperation will have a positive affect on the financial health of our
company.
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ASSIGNMENT
Memorandum
Electronic Arts, a company that creates software for video games, has a new
president. He has decided to improve morale in the organization and stimulate creativity by implementing several new policies. One of these policies is
Flexible Friday.
Your boss, the manager of human resources, has asked you to write a
one-page (250-word) memo to all employees announcing that every Friday
will be considered Flexible Friday, starting next week. This policy means
that employees may dress informally, may arrive later than usual, and may
bring their children to the office. The style of the memo should be personal
and informal, and the tone should be positive. Use this format:
I. Introduction (background and main idea)
II. Major point 1
III. Major point 2
IV. Conclusion (restatement of main idea)
After you complete your memo, evaluate a classmate’s memo using the Peer
Critique form.
PEER CRITIQUE
Evaluator ____________
Author ______________
Use this form when you evaluate your classmate’s writing assignment. Mark
the document as Excellent (E), Satisfactory (S), or Unsatisfactory (U) in each of
the following categories:
• Grammar
correct standard English
_______
• Mechanics
correct punctuation, capitalization, and spelling
_______
• Organization
logical and coherent presentation of ideas
_______
• Content
substansive, relevant discussion of topic
_______
• Format
appropriate and consistent presentation
on the page
_______
Overall Evaluation ____________________
Comments